Sovereign Software, LLC does not claim a security certification or a completed independent production assessment.
Current service boundary
Sovereign hosts the connector with Railway for early adopters. It serves a test environment and a production environment. The production environment is used internally against Sovereign's own books; customer connections to live accounting data begin after the accounting provider approves the app. We do not currently make a regional data-residency commitment.
Data and storage
Your approved journals, account mappings, account-plan details and detailed operation history stay in the encrypted company file on your computer. The hosted connector keeps your accounting-provider credentials and authorization material, the status of your connection and access, an operational record of each posting it makes, and account-setup information. It handles the accounting information a request needs, and does not keep the contents of your accounting system's responses.
What the connector keeps includes identifiers that stay linkable to your business and to a particular operation. We do not describe them as anonymous.
The desktop app records the exact approved operation locally before it is sent, and records attempts and results so an interrupted operation can be recovered. The connector keeps enough of its own record to coordinate retries and settle an uncertain outcome. Human approval, company scope and separate account-creation controls remain required. A restored or copied company file, or lost hosted state, still requires reconciliation; there is no unconditional guarantee that a reset cannot lead to a repeated write.
Your payroll records stay in the encrypted company file on your computer; Sovereign cannot open that file. Your accounting-provider credentials are different. The connector keeps them encrypted, and Sovereign's service can decrypt them because it has to use them to keep the connection working while the desktop app is closed. Local-file protection does not prevent authorized connector processing of readable accounting data.
The hosted connector separately protects each connection's stored credentials, ends desktop access when a disconnect completes, and retires an earlier installation's access when the company reconnects. Sovereign's service can still decrypt connection credentials to maintain the authorized connection.
Retention, logs and recovery
Operational records. For each journal posting operation, the connector keeps an operational record. Its purpose is to prevent the same payroll from being posted twice and to check and settle an uncertain outcome, including after reconnection or restoration of an older company file.
These records contain business and transaction identifiers, processing status, and limited activity history needed to prevent duplicate entries and resolve processing errors. They do not contain the entry's amounts, descriptions or document number, the accounts it posts to, employee details, or your accounting system's response beyond those identifiers. The identifiers they do contain stay linkable to your business and to a particular operation.
Scheduled cleanup. The hosted connector runs cleanup on a schedule, including after a restart. It reduces finished operational records after the default 90-day period, or during disconnect cleanup, and deletes the resulting identity records 13 months after the operation. Those identity records retain a protected fingerprint of the accounting provider's company identifier rather than the readable identifier. An unresolved operation retains its full record until its outcome is settled.
Older records may remain until the retention process has handled them, including readable company identifiers retained without a previous time-based limit. A deletion confirmation reports what was actually removed.
Resolved account-setup plans are removed 30 days after they are resolved. An authorization session expires after 10 minutes.
Security records. The hosted connector keeps failed sign-in records for 30 days, posting events for 14 days and other security events for 90 days. Failed sign-in records use protected address fingerprints to count repeated attempts; these records are not described as anonymous. The event log does not contain accounting data, request contents, your accounting provider's identifiers or network addresses.
Disconnecting. The connector asks your accounting provider to revoke access, removes its copy of your credentials and ends desktop access in the same request; an unresolved operation can defer completion, and scheduled cleanup removes the remaining connection information afterward. If the revocation does not succeed, the connector keeps retrying and still removes its own copy of your credentials, while your accounting provider may continue to show the authorization until you remove it there. An outage delays this work until the connection catches up.
Restoring a local file or reconnecting may require reconciliation. Disconnecting does not establish that every backup, log or provider-retained copy has been erased. The complete automated 24-hour connection-deletion process is not fully deployed; subscription-end and offline-disconnect handling remain incomplete. Unresolved operations and outages can delay cleanup.
See Privacy and security updates for what the hosted connector does and the limits that still apply.
Railway's edge logs separately record client IP addresses and browser details in clear for about 30 days under Railway's own policy. We do not currently promise a shorter retention period for these logs.
For additional detail about the information stored for a particular service, contact privacy@ownmybooks.com.
Operational safeguards and support
Connections to the hosted service are encrypted in transit. Some additional web-hardening measures commonly expected of a public site are not yet deployed. Abuse limits apply across the service's public routes, separately in its test and production environments.
Administrative access is restricted. Further access-control improvements are planned and are not represented here as completed safeguards.
The hosted connector records failed sign-in activity and limited security events, pauses repeated failed sign-ins and suspends unusual posting activity. Its alerts omit customer identifiers. Automated signals are not a claim of staffed monitoring. Our incident-response obligations under the applicable agreement are unchanged. Report concerns to security@ownmybooks.com.
Software support is email-only, weekdays 8 a.m.–5 p.m. U.S. Central Time, initial response within one business day. We notify affected customers of security incidents without undue delay under the applicable agreement. Routine support hours do not extend incident-notification deadlines.
Jotform website submissions and business email are handled separately from the connector and from your company file. Do not send tokens, passwords, tax identification numbers, bank details, employee records or full company files by ordinary email or website forms. Ask support to arrange an appropriate transfer method before sharing sensitive information. Partner access requires client authorization; being listed as a replacement option is not access permission.
We do not offer an uptime SLA or service credits for the beta release. These controls, and the limits that still apply, are described in Privacy and security updates.
Vulnerability reports
Report suspected security vulnerabilities to security@ownmybooks.com, Sovereign's official security mailbox. Include a description and steps to reproduce, if available. Do not send tokens, passwords, tax identification numbers, bank details, employee records or full company files by ordinary email. Ask us to arrange an appropriate transfer method before sharing sensitive information.
Contact directory
- Formal contractual notices: legal@ownmybooks.com; Sovereign Software, LLC, Attention: Legal Notices, PO Box 470, Wynne, AR 72396.
- Privacy requests: privacy@ownmybooks.com; Privacy Office, Sovereign Software, LLC, PO Box 470, Wynne, AR 72396.
- Routine support: support@ownmybooks.com.
- Security and vulnerability reports: security@ownmybooks.com.
- Subscription cancellation: the customer account management portal.